Full privacy policy

Effective From:      1st November 2022

  1. Purpose
    1. The purpose of this policy is to layout the process by which E-J HR Consulting gathers, processes, stores & protects your data when you access our services, including our website, in accordance with the Data Protection Act 2018 (the ‘2018 Act’) and the EU General Data Protection Regulation (‘GDPR’).
  2. Scope
    1. All E-J HR Consulting clients and individuals who make enquiries about accessing business & executive coaching, HR & people management consultancy and learning & development through E-J HR Consulting.
    2. Third party providers are excluded from the scope of this policy outside of their supplier duties & responsibilities to securely gather, process and store data pertaining to E-J HR Consulting.
  3. Policy Statement
    1. This policy outlines the type of personal information that E-J HR Consulting collects and stores as well as how it is obtained. It also explains why particular data is required, what your rights are regarding the protection of your data and how to make a complaint.
  4. Type of personal information collected
    1. Information is collected about you, when;
      1. E-J HR Consulting is briefed on possible work and/or instructed to provide business & executive coaching, HR & people management consultancy and learning & development services;
      2. You visit our website
      3. You subscribe to our newsletters or receive our publications;
      4. You attend one of our seminars;
      5. You engage in business dealings.
    2. E-J HR Consulting does not require or process special categories of information relating to your racial or ethnic origin, political opinions, religious and philosophical beliefs, trade union membership, biometric data or sexual orientation. However, we may process such data in relation to your employees, workers, agents or other third parties where you supply it to us for the purposes of providing advice or other related services. We will only use this type of information for the specific purpose you supplied it.
  5. How E-J HR consulting obtains personal information and why it is required
    1. When you visit our website, a record of your visit is made. That data is used completely anonymously, in order to determine the number of people who visit our website and the most frequently used sections of the site. This enables us to continually update and refine the site.
    2. If you use any forms on the website to send an email to us, a record will also be made of your email address and your telephone number.
    3. We may collect, hold, use and disclose the information collected as is necessary in the performance of our services to you or for complying with a legal obligation; or as part of our legitimate interests in marketing our services to existing clients and interested parties to grow our business.
    4. We may therefore collect, hold, use and disclose the information collected to compile statistical data and to:
      1. maintain our database;
      2. develop/improve our website;
      3. respond to any email enquiries;
      4. notify you of any upcoming marketing, training or other events; provide you with publications; manage quality control;
      5. manage systems administration;
      6. attend to compliance issues;
      7. provide you or your organisation with advice;
      8. determine suitability for employment;
      9. and for other marketing purposes.
    5. We may use the following third-party service provider to process and store your data:
      1. Mailchimp, which we use to manage email marketing subscriber lists and send emails.
        1. Their privacy policy is found here https://mailchimp.com/legal/privacy/
    6. We will not use or disclose your personal information for any other purpose which is not related to the above purposes without your consent, unless otherwise authorised, required or permitted under the laws of England and Wales.
    7. If you no longer wish to receive information about our services, please send an email to enquiries@ejhr.co.uk advising that you do not wish to receive further information.
  6. How E-J HR consulting stores your information
    1. Your information is securely stored in E-J HR Consulting’s CMS (clinical management system). This uses a 2-step authentication process for added security and meets the UK GDPR requirements.
    2. Electronic documented data that is not uploaded to E-J HR Consulting’s CMS is stored securely, password protected and on password protected devices.
    3. Prior to you starting therapy (prior to your initial session), when you make an enquiry (or one is made on your behalf), E-J HR Consulting will keep information gathered during the referral process for 3 months after the date of last contact.
      1. If you do not pursue therapy, E-J HR Consulting will then dispose of your information by electronic deletion from our CMS.
    4. Once you start therapy E-J HR Consulting will keep clinical records for 7 years after therapy ends.
      1. Your information will be disposed of by electronic deletion from E-J HR Consulting’s CMS.
  7. Why E-J HR consulting shares your information
    1. E-J HR Consulting may disclose your personal information (or that of your employees, workers, agents or other third parties where you supply it to us for the purposes of providing advice or other related services) on a confidential basis to external service providers so that they can provide services such as financial or administrative services in connection with the operation of our business and the delivery of our service to you; and to any person (where necessary) in connection with their services, such as law enforcement, regulatory authorities, partners or advisors.
      1. We require those service providers to keep your personal data confidential and secure and to protect it in accordance with the law and our policies. They are only permitted to process your data for the lawful purpose for which it has been shared and in accordance with our instructions.
    2. We do not send your personal data outside the European Economic Area. If this changes you will be notified of this and the protections which are in place to protect the security of your data will be explained.
    3. Where your data is processed by Mailchimp information may be transferred to, stored, or processed in the United States. Please refer to their privacy policy here https://mailchimp.com/legal/privacy
    4. E-J HR Consulting may share some of your personal information with third parties for management, business administration and accounting purposes. This would include but is not limited to accounting providers and HMRC.
  8. Lawful basis for processing your data
    1. Under the UK General Data Protection Regulation (UK GDPR), the lawful bases E-J HR Consulting relies on for processing your information are;
      1. Your consent
        1. You may remove consent at any time. You can do this by contacting enquiries@ejhr.co.uk
      2. E-J HR Consulting has a legitimate interest
  9. Your data protection rights
    1. Under data protection law, you have rights, including;
      1. Right to access
        1. You have the right to ask us for copies of your personal information
      2. Right to rectification
        1. You have the right to ask us to rectify personal information you think is inaccurate.
        2. You also have the right to ask us to complete information you think is incomplete
      3. Right to erasure
        1. You have the right to ask us to erase your personal information in certain circumstances
    2. You are not required to pay any charge for the exercising of your rights. However, E-J HR Consulting will charge you a £15 administration fee for every SAR (subject access request) you make.
    3. If you exercise any of these rights, E-J HR Consulting has a month to respond to you.
    4. Please contact us at enquiries@ejhr.co.uk if you wish to make a request.
  10. How to complain
    1. If you have any concerns about how E-J HR Consulting uses your personal information, you can make a complaint to E-J HR Consulting at enquiries@ejhr.co.uk
    2. You can also complain to the ICO if you are unhappy with how E-J HR Consulting have used your data.
      1. The ICO’s address is Information Commissioner’s Office, Wycliffe House, Water Lan, Wilmslow, Cheshire, SK9 5AF
      2. The ICO’s helpline number is: 0303 123 1113
      3. The ICO’s website is; https://www.ico.org.uk
  11. Cookies
    1. This website uses Google Analytics, a web analytics service provided by Google, Inc. Google Analytics sets a cookie in order to evaluate your use of this website and compile reports for us on activity on the website. Google stores the information collected by the cookie on servers in the United States. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google.
    2. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.
    3. Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.
      1. For further information visit www.aboutcookies.org or www.allaboutcookies.org.
    4. You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However, in a few cases some of our website features may not function as a result.
  12. Other websites
    1. Our website may contain links to other sites. This privacy policy only applies to this website, so when you link to other websites you should read their own privacy policy.
  13. How to contact us
    1. Please review the website regularly as this statement may change from time to time. If you have any questions about our privacy policy or information we hold about you please contact: enquiries@ejhr.co.uk